1. Introduction

At our Open Day on 11th October 2026, the University of Portsmouth User Experience Team is asking visitors for feedback on designs and ideas for our new website. Your feedback will help us build a website that works better for all people.

There are 2 ways to take part:

  • In person at our feedback stand in the Information Fair, where you can receive a £20 digital voucher as a thank you (see Part A)
  • Online by scanning the QR code and completing our feedback forms, where you can enter a prize draw to win a £100 e-gift voucher (see Part B)

You can take part in one or both. The tasks are similar in both versions.

The QR code and the location of the feedback stand will be shown in the Open Day Guide, on digital signage around campus, in the Open Day app and at the feedback stand.

1.1 Promoter

The promoter is the University of Portsmouth, Mercantile House, Hampshire Terrace, Portsmouth, PO1 2EG.

1.2 Who can take part

  • Anyone who provides feedback at the Open Day in person, and anyone who enters the online feedback form through the QR code.
  • Employees of the University of Portsmouth, their close relatives, Open Day student ambassadors and anyone otherwise connected with organising this activity cannot receive a voucher or enter the prize draw.
  • No purchase or payment is needed to take part.
  • By taking part, you agree to these terms and conditions.

1.3 About your feedback

  • Taking part is voluntary. You can skip any question or stop at any time.
  • There are no right or wrong answers. We're testing our designs, not you.
  • The designs and ideas you see are early concepts. They may change and may not reflect the final website.
  • We may use your feedback, without your name or any detail that identifies you, to improve our website and in internal reports.

Part A: In-person feedback at the Open Day stand

This part applies to visitors who give feedback in person at our stand in the Information Fair.

2. How to take part

  • Visit our feedback stand in the Information Fair.
  • A member of our team will show you new website designs and ideas and ask you to complete some short tasks and questions. This usually takes up to 10 minutes.

3. Your thank-you voucher

  • When you complete the feedback session, you'll receive a £20 digital voucher as a thank you.
  • Vouchers are limited to one per person and are available while stocks last.
  • The voucher has no cash value and cannot be exchanged for cash, refunded or swapped for another reward.
  • The voucher is subject to the issuer's own terms, including any expiry date shown on it.

4. How we record your feedback

  • Our team will record your feedback through voice recordings and written notes.
  • We will not photograph, film or audio record you without asking you first. If you'd prefer not to be recorded, you can still take part and receive your voucher.
  • We will record your name and email address. This is needed to send you the digital voucher. 
  • Please don't share personal information about yourself or others in your answers. If you do, we'll remove it from our notes.

5. Entering the online prize draw as well

If you take part in person, you can also scan the QR code at the stand to complete the online form and enter the prize draw. Part B applies to your online entry.

Part B: Online feedback form and prize draw

This part applies to visitors who scan the QR code and complete the online feedback form.

6. How to enter

  • Scan the QR code shown in the Open Day Guide, on digital signage, in the Open Day app or at the feedback stand.
  • Complete and submit the online feedback forms, including your name and email address. You must give your name and email address to be entered into the prize draw, so we can contact you if you’ve been successful.
  • Only one entry per person is allowed, per form. Duplicate entries using the same name or email address will only count once.
  • Entries made on behalf of someone else, or through automated or bulk methods, are not valid.

7. Prize draw period

  • The prize draw opens on 11th October 2026 and closes at 11:59pm on 18th October 2026
  • Entries received after the closing date will not be valid.

8. The prize

  • There will be 1 winner, who will receive a £100 e-gift voucher.
  • No cash alternative will be offered. The prize is not transferable.
  • The prize is subject to the voucher issuer's own terms, including any expiry date.
  • We reserve the right to replace the prize with another of equal or greater value if it becomes unavailable for reasons outside our control.

9. How the winner is chosen

  • The winner will be chosen at random from all valid entries within 7 working days of the prize draw closing.
  • The draw will be carried out by a member of University staff who is independent of the feedback activity or using a verifiable random selection method.
  • We reserve the right to check that the winner is eligible before awarding the prize.

10. Notifying the winner

  • We'll contact the winner by email, using the name and email address given in the online form, within 7 working days of the draw. Only the winner will be contacted.
  • The winner must reply within 14 days of being notified to claim their prize. If they don't, we may withdraw the prize and choose another winner at random.
  • We will never ask you to pay a fee or share your bank details to claim a prize.
  • If you'd like to know who won, email [email protected] within 1 month of the draw closing. We'll share the winner's first name only, unless they object.

11. Publicity

The winner does not have to take part in any publicity. We'll only use the winner's name in promotional materials if they give us their permission first.

12. Limitation of liability

The University is not responsible for:

  • entries that are incomplete, delayed, corrupted or not received
  • technical problems that affect access to the QR code or online form, including mobile network or Wi-Fi issues on campus
  • any loss or damage arising from taking part, except where this cannot be excluded by law

Data protection

This section applies to both Part A and Part B. The University of Portsmouth is the data controller for any personal data collected through this activity. We process it in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

13. What data we collect

In person (Part A): we collect your name and email address, so we can send you your voucher, and your feedback, which we record through voice recordings and written notes.

Online (Part B): the online form collects:

  • your name and email address, so we can run the prize draw and contact the winner
  • your answers to the feedback tasks and questions
  • technical information, such as IP address, browser type and the time you submitted the form, which is collected automatically for security and diagnostic purposes

We only collect the data we need to run this activity.

14. How we use your data

  • Your feedback is used to improve the design of our new website.
  • Your name and email address are used only to send your thank-you voucher (Part A), run the prize draw, check eligibility and contact the winner (Part B), and to contact you about future research if you opt in. They are stored separately from your feedback answers and are not used to judge your feedback.
  • We will not use your details for marketing. If you tick the box on the form to say you’d like to hear about future research opportunities, we may email you about these. You can unsubscribe from these emails at any time.
  • Your data will not be used for automated decision-making or profiling.

15. Lawful basis

  • We process your feedback on the basis of our legitimate interests in improving our website for our users.
  • We process your name and email address because you've asked to receive a voucher or enter the prize draw, and we need them to send your voucher, run the draw and award the prize.
  • If you opt in to hear about future research opportunities, we process your email address on the basis of your consent. You can withdraw your consent at any time by unsubscribing.

16. How we keep your data secure

We take appropriate technical and organisational measures to protect your data, including:

  • secure transmission of data using HTTPS encryption
  • secure storage within University-managed hosting or approved cloud environments
  • role-based access controls, so only authorised staff can see submissions
  • logging and monitoring for security and performance

17. Who we share your data with

  • Your data will only be seen by University of Portsmouth staff involved in running this activity and the website redesign.
  • We may use trusted third-party service providers to host the online form or issue the prize voucher. They will only process your data under an appropriate data processing agreement.
  • Anonymised feedback may be shared with our website design and development partners.
  • We will never sell your personal data or share it with other organisations for their marketing.

18. How long we keep your data

  • Feedback, including voice recordings and written notes, may be kept for up to 2 years to support the development of our website, then securely deleted.
  • Names and email addresses are kept for up to 2 years, then securely deleted. If you unsubscribe from research emails before then, we’ll stop contacting you straight away.
  • Technical information is kept in line with our standard system logs.

For more information, see our Retention schedules.

19. Your rights

You have the following rights over your personal data:

  • Right of access: to request a copy of the personal data we hold about you (a Subject Access Request)
  • Right to rectification: to ask us to correct inaccurate or incomplete data
  • Right to erasure: to ask us to delete your data, where applicable. If you ask us to delete your entry before the draw, you will be removed from the prize draw
  • Right to restrict processing: to ask us to limit how we use your data
  • Right to object: to object to processing based on our legitimate interests

These rights apply to both your in-person and online feedback, as well as your name and email address.

Find out more on our Requesting your data page.

20. Contact us

To exercise any of your rights, or for more information about how we use your data, please contact:

Data Protection Officer, University of Portsmouth Tel: 023 9284 3642 Email: [email protected]

You also have the right to complain to the UK supervisory authority, the Information Commissioner's Office (ICO), if you believe your data has been processed unlawfully.

21. More information

General

22. Changes to these terms

We may update these terms and conditions to reflect changes in legal requirements, security standards or how this activity runs. We may also cancel or change the activity if circumstances outside our control require it. The latest version will always appear on this page.

23. Governing law

  • This activity, the prize draw and these terms and conditions are governed by English law.
  • Any disputes will be subject to the exclusive jurisdiction of the courts of England.

Last updated: 8th October 2026